How to Manage Billing Profiles
1. Add a New Billing Profile
Step 1: Navigate to Billing Settings
Go to the Billing Settings section in the system.
Step 2: Create a New Billing Profile
On the Billing Profile page, click the + Create button.
Select Billing Profile from the available options.
Step 3: Enter Billing Profile Details
On Page 1, enter all the required details for the new billing profile.
Step 4: Assign the Billing Profile to Centres
On Page 2, assign the Billing Profile to one or more centres from the list (ensure the centres have no pending billing profile assignment).
Use the Filter button to filter centres by District or Operation Status, if needed.
Step 5: Review and Create the Billing Profile
On Page 3, review the billing profile assignment.
Once satisfied, click Create Billing Profile to finalize the process.
2. Edit an Existing Billing Profile
Step 1: Access the Billing Profile
A newly created billing profile will appear in the listing with an "Active" status.
Select the Billing Profile you want to edit.
Step 2: Edit Profile Information
Click on Edit Info on the Billing Profile Details page to make the necessary updates.
3. Assign Billing Profile to a Centre
Step 1: Access the Profile Action Menu
On the Billing Profile Details page, click the Profile Action button and choose Assign To Centres.
Step 2: Assign Profile to Centres
Select one or more Pending or Active centres to assign the billing profile.
Set the effective date for the assignment.
Step 3: Handle Existing Billing Profiles
If a centre has no current billing profile, the new one will become active on the effective date.
If a centre already has a billing profile, the new one will replace it on the effective date. A warning message will appear, and the old billing profile’s end date will be set to one day before the new effective date.
4. Unassign Billing Profile from a Centre
Step 1: Access Assigned Centres
On the Billing Profile Details page, go to the Assigned Centres tab.
Step 2: Unassign Centres
Select one or more centres from which to unassign the billing profile.
Once unassigned, the centre will be removed from the list of assigned centres.
Step 3: Update End Date
The current billing profile’s end date will be set to the effective date minus one day.
Note: If the centre has no billing profile, an error will appear when attempting to issue invoices.
5. Archive a Billing Profile
Step 1: Archive the Profile
On the Billing Profile Details page, click the Profile Action button and select Archive.
Step 2: Conditions for Archiving
A billing profile can only be archived if it is not assigned to any centre. If it is, an error message will appear.
Step 3: Archived Profile Status
Once archived, the profile will be removed from the Billing Profile Listing at the HQ level.
6. Unarchive a Billing Profile
Step 1: Access the Archived List
Go to the Billing Profile Archived List to view archived profiles.
Step 2: Unarchive the Profile
Select the billing profile you want to unarchive and click the Unarchive button.
Step 3: Update Profile Status
The status of the billing profile will be updated to "Active" and it will appear in the Active tab.
Step 4: Assign the Profile to Centres
Finance HQ can now assign the unarchived billing profile to any centre.
7. Update Billing Profile in a Centre
Step 1: Navigate to Centre Management
Go to Centre Management and select the desired centre.
Step 2: Access Billing Profile Section
On the centre’s profile page, go to the Billing Profile tab.
Step 3: Update Billing Profile
Click the Update Billing Profile button.
If there are pending activities related to the billing profile, the button will be disabled.
Step 4: Apply Changes
The current billing profile will be grayed out, and only other assigned options can be selected.
Upon saving, if no prior billing profile exists, the new one will apply from the effective date.
If a billing profile exists, its end date will be updated to one day before the effective date, and the new profile will apply from the effective date.
Step 5: Confirmation
After editing, a confirmation message will appear, and the updates will apply to all billing documents from the effective date onwards.
